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 Managed Print System Project

 

October 16, 2017

Dear Colleagues:

As you are all aware, faculty and staff throughout the district are working to identify opportunities for cost savings to address our current budget pressures. Every dollar saved on overhead costs is another dollar we have to better serve students and preserve faculty and staff positions. As a district team we are investigating options for implementing a managed print service (MPS) contract to support faculty and staff print output. This is being pursued for two reasons. First, there are some important opportunities for reducing our overall print output. This is one of the sustainability goals identified in the most recent Facilities Master Plans. Secondly, by deploying a more efficient and cost-effective print system, there is a potential for significant budget savings.

The MPS project will consist of two phases: Assessment and Deployment. In the Assessment phase, a vendor partner will analyze our network and locally attached print traffic as well as document the physical placement of all existing print output devices. Rabbit Office Automation (http://www.roa-usa.com/) will conduct the Assessment. They come highly recommended by Santa Clara University and the Santa Clara County Housing Authority. Once the Assessment phase is complete ROA will recommend a plan for Deployment. This plan will include recommendations on print device types and placement.

When the district decides to move forward with the Deployment phase, the recommendations for device type and placement will be finalized in consultation with affected stakeholders. In short, the goal is to have the right number of the right type of devices in the right places to assure that faculty/staff printing is convenient, cost effective, and sustainable. The Deployment plan will also include strategies for reducing print output overall such as increasing our use of systems like Office365 and Canvas.

If you have any questions or need additional information, please feel free to contact any member of the MPS Team listed below.

Stay tuned for further updates.

Thanks,

The Foothill-De Anza MPS Team

Foothill
Bret Watson
Brenda Davis Visas

De Anza
Susan Cheu
Pam Grey

Central Services
Joe Moreau
Kevin McElroy
Annette Perez
Sharon Luciw

 

Project Schedule

 Assessment Phase

     Inventory of all Copier, Print and Scan Devices by the vendor, ROA escorted by ETS Technical Services staff:

        De Anza Campus:  Fall Quarter 2017

        Foothill and Sunnyvale Campuses: Winter Quarter 2018

 

Deployment Phase

     Detailed Planning Phase:  Winter Term 2019

     Phase 1:  ETS as the Pilot: Winter/Spring Term 2019

     Phase 2 Early Adopters: Facilities buildings, New District Office Building; Volunteers; Leased and end of Life Multi-function Devices (MFD); Devices that fail:  Spring 2019

     Phase 3: College Departments in the order determined by college management:  Summer/Fall 2019

 

RICOH Device Guides:

How to make copies using the Ricoh device

How to scan using the Ricoh device

 

 

 

During the Deployment Phase the following Applies for Printer Purchase Requests:

For Networked printers:
As print devices fail, they will not be replaced.  There will be exceptions for devices providing a special purpose such as high end color printing for marketing purposes; Printers used by Students in a classroom.

For Individual uUser printers:
As print devices fail, they will not be replaced.  Once a device is installed for your use by the vendor (Rabbit Office Automation-ROA), you will no longer be approved to purchase supplies for the Individual User printer.

During the Deployment Phase the following Applies for Printer Removal:

 When a multi-function device (MFD) will be located in the same location as a networked printer, the networked printer will be removed.  Depending on the phase of the project it will either be configured for 'direct print' or using the new configuration of printing to a queue and being released by the user at the printer using CWID and Password (MyPortal Credentials).

How The New Print System Functions:

A new print driver will be installed onto the district/college provided computers.  Printing will be sent to a Print Queue.  This allows employees to release their print job at any of the MFDs located on all campuses (DA, FH, Sunnyvale).  The employee ID (CWID) and password is used to release the print job at the MFD. 

FAQs:

How do I get onto the "early adopter" deployment list?

For College employees, contact your FFE Coordinator:  DA: Tina Lockwood  FH: Asha Jossis

For Central Services:  email Sharon Luciw:  luciwsharon@fhda.edu

 

What do I do if my current print device is starting to fail or breaks?

Contact your College FFE Coordinator.  For Central Services, contact Sharon Luciw:  luciwsharon@fhda.edu

 

How will we know when a managed print device will be deployed for our use?

A schedule with be posted on this project page and Office 365 Yammer Group:  Managed Print System Project.  Emails will be sent to provide as much notice as possible.

 

Who will take care of these vendor provided Multi-Function Devices (MFD)?

Adding Paper to the print device is everyone's responsibility.  The vendor will train employees on how to print using the device and how to add paper and clear paper jams.

 

Who will supply the paper, toner, and staples (when the MFD has the staple feature)?

The District will be purchasing paper and staples in bulk.  Someone in the department will be assigned the Key Operator Role plus another as this individual's backup when they are out of the office.  The Key Operator will request paper and staples be delivered to their area.

Regarding Toner, the Key Operator will replace toner.  However, ROA, the vendor will be remotely monitoring every print device and when a device gets low on toner, a new cartridge will be shipped automatically directly to the Key Operator for that print device.

The vendor, ROA will also automatically schedule preventative maintenance on the device to prevent any downtime.

If there is an urgent problem with the device, the Key Operator will place a trouble call with the vendor.

 

 What happens if I need to print something and the device in my area is not working?

When you print, your print job is placed into a print queue associated with you (CWID).  This is no longer a direct print system.  You must go to the printer, authenticate with your CWID and password and the printer will display all your print jobs.  You may choose to print one, all or none of the print jobs at that time.  If the print device in your area is not functioning, you can go to any other device at the district and print.  A list of printer locations will be made available on the district web pages and we plan to have a map or list of other print devices near by posted at each print device.

 What will happen to the network printer shared by my department?  What will happen to my individual printer?

If your individual print device was purchased with personal funds, once a managed print system device is deployed for your use, you will be asked to take the printer home.  This printer uses district electricity.

ETS will no longer support or repair networked or individual printers once a managed print system device is deployed for your use.  As devices fail, they will not be replaced. 

There will be exceptions throughout this deployment for specialized printing devices for marketing materials, output device in support of academic programs such as photography, and printers used by students in the classrooms are out of scope.  Areas such as student government and the union offices are also out of scope.  There may be a business reason for an individual printing device to remain, but this will need to be approved by executive management.